Privacy and Cookie Statement  


General

Mavim B.V. and Mavim International Inc. ("Mavim", "we", "us") values the protection of personal data. Mavim is a SaaS provider offering a cloud-based platform for, among others, enterprise resource planning (ERP), business process management (BPM), process mining, and digital transformation. In that context, we process your personal data if you are a customer, if you use our products (such as Mavim Manager, Mavim Portal, Mavim iMprove, Mavim Intelligent Transformation Platform, Mavim Connect Center, Mavim Process Mining, the "Mavim Services"), work for one of our customers or suppliers, if you visit our website, or if you contact or interact with us. In such cases, we process your personal data as 'controller' and this privacy statement applies.

In this privacy statement, we inform you about the way in which we handle personal data as 'controller'. If we process personal data on behalf of our customers when providing our services and products, we are a 'processor'. Our processing activities as 'processor' are not covered by this privacy statement. If you want to know more about these processing activities, you can consult the privacy statement of the customer in question.

Mavim is compliant with the applicable privacy regulations, including the EU General Data Protection Regulation ("GDPR"). This means that we:

  • Process your personal data in accordance with the purpose for which they have been collected. These purposes and the personal data processed by Mavim are documented in this privacy statement;
  • Limit the processing of your personal data to only those data points that are minimally required for the purposes for which they are processed;
  • Ask for your express consent when needed for the processing of your personal data;
  • Have taken appropriate technical and organizational measures to ensure that your personal data is secured;
  • Agree not to pass on personal data to other parties, unless this is necessary for carrying out the purposes for which they were provided;
  • Inform you about the rights you have with regard to the processing of your personal data.

If you have any questions regarding this privacy statement or the way in which we process your personal data, please contact us at servicedesk@mavim.com. We may make changes to this privacy statement from time to time. Any material changes and updates to this privacy statement which affect the personal data we process of you, will be communicated to you if we have your contact details and we will inform you via our website.

 

Changes To Your Personal Data  

It is important that the personal data we hold about you is accurate and up to date. Please keep us informed if your personal data changes or if you become aware that any personal data that we hold is not accurate.

 

What Personal Data Do We Collect and Why Mavim Processes This Personal Data

Personal data is all information related to a person who can be identified (directly or indirectly). For example a name, telephone number, postal and electronic addresses. Data that cannot be traced back to a person is not considered personal data.

We process personal data when you make use of the Mavim Services or visit our website, or when you consent to give us with this information yourself, for example in the context of the delivery of products and / or services to you or obtained by us because you have used our website, have completed a contact form or have registered for our newsletter.

Below you will find an overview of the different types of personal data that we process, for which purpose and on what legal basis:

Personal data

Purpose

Legal basis

  • First and last name

  • Address

  • Telephone number

  • E-mail address

  • Function

  • Organisation

  • Payment details (bank account number, VAT identification number, invoice details, description of purchased services)

  • Signature

  • Additional relevant personal information that you actively communicate to us either in web communication, via our services, or orally in person or on the phone

Negotiating, entering into and executing agreements with our customers and suppliers.

Customer / supplier:

  • Necessary for the execution of the agreement we will conclude or concluded with the customer / supplier. If you refuse to share your personal data with us for these purposes, we cannot conclude a contract with you.

Employee/representative:

  • Our legitimate interests to operate our business, conduct our onboarding activities, conclude contracts with clients and fulfil our legal and contractual obligations towards our clients and suppliers.

We store invoices and contracts of customers and suppliers to comply with our administration obligations.

 

Our legal obligation to store our (financial) administration. If you refuse to share your personal data with us for these purposes, we cannot conclude a contract with you or your employer.

  • Account information

  • Organizational information

  • Contact details

  • Technical and usage data

  • Operational and technical data (such as requests, errors and metadata)  

We process this personal data to be able to provide (access to) the relevant Mavim Services, ensure the basic security, availability and functioning of the Mavim Services you (or the organization you work for) contract with us for (including essential logging to prevent and fix outages, errors and incidents), and communicate with you regarding the provision of the Mavim Services (for example about service status, incidents, or changes essential to the use of the service).

 Necessary for the execution of the agreement concluded. If you refuse to share your personal data with us for these purposes, we cannot conclude a contract with you. 

  • Account information

  • Organizational information

  • Contact details

  • Technical and usage data

  • Operational and technical data (such as requests, errors and metadata)

  • Support requests

  • Other data derived from your use of the platform

  • Customer-managed content

  • All other personal data that you may upload via our services (which we don’t advise)

 

We process this personal data for internal purposes (to operate and improve the Mavim Services), in particular to: analyse how the Mavim Services work and prepare internal reports and statistics, monitor the “health” of our systems and infrastructure, identify, understand and resolve errors, incidents and quality issues in a more systematic and long‑term way, improve and optimise the performance, user experience and reliability of existing features, and develop, test and roll out enhancements and new functionalities.

Where possible we anonymize your personal data when using it further for analysis and reporting. 

Our legitimate interests are ensuring the security, availability and integrity of our services, improving and developing our products and services, understanding how our services are used in order to optimise their performance and user experience, and operating our business in an efficient and data‑driven manner 

  • First and last name

  • Address

  • Telephone number

  • E-mail address

  • Function

  • Organisation

  • Ticket history

  • Additional relevant personal information that you actively communicate on us either in web communication or orally in person or on the phone 

We process your personal data if you communicate with us and to be able to support you with any questions you have regarding our services. 

Customer / supplier:

  • Necessary for the execution or conclusion of the agreement with the customer / supplier. If you refuse to share your personal data with us for these purposes, we cannot conclude a contract with you or your employer.

  • If the communication is processed for other purposes, we do so based on our legitimate interests to operate our business and communicate with customers / suppliers and their employees / representatives.

Employee/representative:

  • Our legitimate interests to operate our business, conduct our onboarding activities, conclude contracts with clients and fulfil our legal and contractual obligations towards our clients.

  •  Gender 

To determine appropriate salutation. 

Our legitimate interest to be able to address you properly.

  • First name

  • Last name

  • Business email

  • Company name

  • All other information you include when contacting us via the contact form on the website

You are able to contact us via various contact forms. If you contact us, we process your personal data. 

Our legitimate interests to be able to reply to your contact requests. Contacting us via a contact form is optional.  

  • First name

  • Last name

  • Business email

  • Phone number (optional)

  • Your primary objective  

You are able to request a demo or trial via our website. If you request a demo or trial, we process your personal data. 

Our legitimate interests to be able to provide you with a demo or trial upon your request. Requesting a demo via the website is optional.  

We place various cookies on our website, which may process the following of your personal data as a website visitor:

  • IP address or the computer you use to visit our website

  • Location

  • Information about your web behavior across Mavim websites

  • Internet browser and device type

  • Cookie/Consent ID

  • Consent preferences

  • Date and time of consent

  • User language

To register your preferences and to generate statistics, to provide you with the website and analyse and improve our products, services and website, and to provide you with relevant information.

See also our Cookie Banner and Statement (at the bottom of this Privacy Statement).

 

Necessary cookies are placed on the basis of our legitimate interest to provide you with a functioning website and to comply with applicable legislation. Preference cookies, statistic cookies and marketing cookies are only placed with your prior consent via the cookie banner.

Other cookies are placed only if you provide your consent via the cookie banner.

 

  • IP-address

  • Date and time of acts

  • Pages visited on our website

 

We process your personal data to secure our website against threats and attacks.

  • Compliance with a legal obligation to secure our networks, software and data.

  • Our legitimate interests to operate our business, protect our networks, software and data and to fulfil our contractual obligations towards our clients and our legal obligations

  • First and last name

  • Address

  • Telephone number

  • E-mail address

  • Company name

  • Whether you click on the links in the -email

  • Interactions with Mavim

For sending newsletters, updates, invitations to events and seminars and sending information.

For the execution of other targeted marketing activities.

 

"Soft opt-in" when sending direct marketing messages to our own customers regarding our own, similar products (in accordance with ePrivacy legislation).

Otherwise: Consent (for instance when you sign up for our marketing materials via our website).

You can always opt-out to receiving direct marketing messages by clicking the "unsubscribe" button in each message or by contacting us via servicedesk@mavim.com.

  • Interaction data: Personal data obtained from contact between Mavim and you, for example via our website

  • Behavioral data: Personal data that Mavim processes about your behavior, such as your preferences, opinions, wishes and needs. We can derive this data from your surfing behavior on our website, reading our newsletters or because you have requested information

  • Analyzing the use of our website: The user statistics of the website allow us to get a picture of the number of visitors, the duration of the visit and which pages of the website are being viewed. This is based upon the aggregation of generic data, without information about people.

We are eager to provide you with relevant information. For this purpose we analyze this data.

We also use the information obtained to improve our website.

 

Our legitimate interest to be able to improve our products and services and to be able to provide you with information you are really interested in.

If required, we will ask for your consent (i.e. for the placement of certain cookies and/or for certain direct marketing efforts) (in accordance with ePrivacy legislation).

 

  • All personal data described in this privacy statement may be included in the audit, but only insofar necessary  

We may be subject to audits for certifications or by our customers or conduct internal audits to verify if we comply with our various requirements. If we process your personal data, this personal data may be processed by the auditor if this is strictly necessary for the audit. We will anonymise or pseudonymize your data as much as possible before sharing it with the auditor.  

  • Compliance with a legal obligation to conduct audits

  • Our legitimate interests to operate our business, to be able to comply with contractual agreements concluded with customers, to (verify that we) comply with legislation, to gain certifications and to verify that we comply with modern security requirements.

  • All personal data described in this privacy statement may be included in the request, but only insofar Mavim is obliged to provide the personal data  

We may process your personal data if we merge with another company, if we acquire another company or if we are acquired by another company. Your personal data will only be processed if this is strictly required for the transaction or the due diligence investigation. In such cases, we will anonymize and pseudonymize your personal data where possible.

Your personal data may be shared with the target company or purchaser, involved lawyers and accountants and other parties involved in the transaction.

Due to the confidential nature of the processing activity, you will not be informed separately prior to your personal data being processed for this purpose. Insofar we are allowed to do so, we will inform you afterwards.

Our legitimate interests to operate our business, to be able to comply with contractual agreements concluded with other parties, to comply with legislation and to prevent unnecessary risks and damages from occurring to Mavim or other parties.  

  •  Personal data to identify you 

You may exercise your rights under the GDPR. We must process your personal data when complying with your request. We will only process the personal data which is necessary to comply with your request.  

Compliance with a legal obligation to comply with GDPR-requests.  

 

What If You Refuse to Provide Us With Personal Data?  

If the table above states that we need to process your personal data to comply with the law or to perform an agreement with you or the company you work for, we may not be able to provide you with our services if you refuse to provide us with the required personal data.

How Long We Store Personal Data

Mavim will not store your information longer than necessary to achieve the goal for which the personal data was collected.

We store your basic personal data (such as your contact details and contents of your communications with us) for 3 years after our last contact with you, or if you or the company you work for have purchased our products, for 3 years after the end of the relevant contract with us. You will be informed that your personal data is about to expire and then it will be permanently deleted upon no response.

Personal data contained in our financial administration (such as invoices and payment details) will be retained for 7 years after the end of the relevant financial year, in accordance with our legal obligations under Dutch tax and accounting law.

Operational and technical data regarding your use of the Mavim Services may be retained for 3 – 6 months (in accordance with service agreements).

We may retain your data for longer than the periods specified only when necessary, for example, to comply with legal obligations, regulatory, accounting, reporting, and internal policy requirements, or to establish or defend legal claims.

Third Parties (Processors) Engaged by Us

We may use service providers (processors) to assist us in providing our services. Such service providers may process your personal data at our request. In these cases, we will establish a data processing agreement. This data processing agreement states, among other things, that the processors only act on our instructions and are not allowed to use the personal data for their own purposes. Processors we use include, for example, cloud hosting and infrastructure providers (for the hosting of the Mavim Services and our IT environment), IT service providers (for the management of our IT network), analytics service providers (for website and service analytics), and email marketing service providers (for sending our newsletters).

Other Third Parties We May Share Your Personal Data With

In the context of our services, it may be necessary to share personal data. Your personal data will not be shared with third parties for commercial purposes. We only share your personal data with third parties if this:

  1. is described in this privacy statement and we have a valid basis for this;

  2. is reasonably necessary or appropriate to comply with legal obligations;

  3. is necessary to comply with legal requests from authorities;

  4. is necessary to respond to any claims;

  5. is necessary to protect the rights, property or safety of us, our users, our employees or the public;

  6. is necessary to protect ourselves or our users from fraudulent, offensive, inappropriate or unlawful use of our services.

Such third parties may include our advisors, notaries, auditors, consultants, attorneys, regulatory authorities (where legally required, e.g. to comply with requests or orders), judicial authorities and other parties involved in the context of legal proceedings, claims or complaints, with interested parties in connection with a (proposed) sale, merger or acquisition of assets or our business operations, or in the unlikely event of bankruptcy. In these situations, we will only share personal data with third parties to the extent necessary in connection with the (completion of the) transaction or bankruptcy.

Our websites may link or redirect to other websites, social media accounts or other content which is not under our control. Such links or redirections are not endorsements of such websites or representation of our affiliation with them in any way. Such third party websites are outside the scope of this statement. Please review their privacy statements before providing any personal data to them.


Providing Personal Data to Third Parties Outside the European Economic Area (EEA)

In limited cases (and only when necessary for the purposes mentioned above), we share your personal data with parties located outside the European Economic Area (EEA). This may include transfers to the United States (for example, where we use service providers such as Google, HubSpot or other cloud-based tools) and to India. It concerns the following situations:

  • When submitting a case to our Servicedesk you agree that your personal data can be seen by our in-house Servicedesk in India (Mavim India Private Limited (India)) in order to provide support. If you object to this, please contact your account Manager to request if an exception is possible. We have concluded Standard Contractual Clauses as adopted by the European Commission to secure your personal data in such case.

  • Where we engage service providers located in the United States or other countries outside the EEA, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses as adopted by the European Commission, or we rely on an adequacy decision of the European Commission, where applicable.

Note: No Mavim database content will be shared with the U.S., if you choose to deploy in our Western Europe Region (NL) and/or Central Asia Region (IN).

Your Rights

Under circumstances you have the right to access to and rectification or erasure of your personal data. You can also object to the use of your personal data or request that this use be restricted. In certain cases you can even request your personal data and have it transferred to another party. For all these questions, please contact us via our telephone number (+31 88 252 1500) or servicedesk@mavim.com.

If we have asked you for consent to process your personal data and you have given this consent, then you also have the right to withdraw this consent at any time. Note that such withdrawal does not affect the lawfulness of processing based on consent before its withdrawal.

We do not take decisions based solely on automated processing.

Complaints?

Mavim takes the protection of your data seriously and takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure and unauthorized modification. If you feel that your data is not properly secured, if there are indications of abuse or you have any questions or complaints about this privacy statement or the way that we handle your personal data, please contact our customer service via  servicedesk@mavim.com. We are happy to help you find a solution.

If that does not work, you can always contact the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) (by following this link: https://autoriteitpersoonsgegevens.nl), or the supervisory data protection authority in the EU Member State of your habitual residence, to lodge a complaint

 

Contact

Mavim B.V.
Kruisweg 629
2132 NB Hoofddorp, Netherlands
Phone: +31 88 252 1500
Mavim's Privacy Officer can be reached by e-mail at: : servicedesk@mavim.com

 

Cookies

The Mavim website (www.mavim.com) makes use of a number of different types of cookies or similar technologies ("cookies"). Cookies are small text files that are placed by a website on a device (such as a PC, tablet or mobile phone) and can recognize a device or browser.

More specifically, we use the following cookies:

  1. Necessary cookies – Necessary to make the website usable by enabling basic functions like page navigation and access to secure areas of the website. The website cannot function properly without these cookies.

  2. Preferences cookies - Preferences cookies are placed to ensure a good web experience. These cookies ensure that your preferences will be remembered, like your preferred language or the region you are in.

  3. Statistic cookies – Statistic cookies helps us understanding how visitors interact with websites by collecting and reporting information anonymously.

  4. Marketing cookies – We also make use of cookies that analyze your web behavior in order to present you with relevant, customized content and advertisements.

You will be informed of the cookies that are being placed (including for which purposes and the retention period) via the cookie banner (when you first access the website). You were asked for your consent to place these cookies. Prior consent is required for preference cookies, statistic cookies and marketing cookies. These cookies will not be placed without your consent.

Via the floating cookie button (accessible on each webpage) you can always access the further details about the cookies we use (under "Show details"), or amend or withdraw your cookie preferences.

Information from certain cookies that you have accepted may be linked to other personal information we hold about you (for instance to provide you with relevant information or other offers, or to be able to improve our services), for example, if you engage in business with us.

This website also uses cookies placed by third parties, such as advertisers and social media companies. We may share information collected through cookies with the following third parties that place cookies on Mavim's behalf: Google (privacy policy: https://policies.google.com/privacy), HubSpot (privacy policy: https://legal.hubspot.com/privacy-policy) and YouTube (privacy policy: https://policies.google.com/privacy).

For more detailed information on the specific cookies placed (including their names, purposes and expiry periods), please refer to the cookie banner, which can be accessed at any time via the floating cookie button, or the privacy statements of the relevant third parties.